Closing a Decision With Evidence Checklist
Not legal advice. Closing a decision is an operating step, not a court filing. Use this when you want the record to be citeable six months later.
Decision identity
| Field | Entry |
|---|---|
| Organization | |
| Decision title | |
| Meeting / consent date | |
| Outcome (adopted / defeated / other stored token) | |
| Who may close |
Evidence pack (attach or cite)
- Final resolution or motion text (version directors voted on).
- Vote tally or consent signature set.
- Recusal note if anyone was RECUSED.
- Key exhibit (contract excerpt, map, term sheet summary, policy draft).
- Follow-up owner and due date, or explicit “no open actions.”
- Filing or recording citation if something was filed elsewhere (book/page, confirmation number). Remember: a board copy is not proof a registry accepted a filing.
Close gate
- Outcome matches what the board actually did.
- Evidence is readable by a successor chair without tribal knowledge.
- Minutes (approved or still draft) point at the same decision title.
- No one claims a bank move, insurance bind, or government acceptance unless that system really did it.
See it in Prepared Board
Piscataqua Harbor Trust is a seeded land-trust demo (not a real trust or filing). Pick it at Try a board, or sign in as a sample board (see /sample-decision) (demo password on /facts).
Verified in the seed:
- Decision Authorize the Spruce Creek conservation easement is CLOSED, outcome ADOPTED.
- Caleb Whitmore is stored as RECUSED (abutter — Spruce Creek marsh lot).
- Closure evidence: York County Registry of Deeds, Book 18442, Page 217, recorded June 3, 2026. The deed copy in the pack is the board’s copy — not a live registry connection.
- Spring meeting minutes status is APPROVED.
- Open the chair-path Closed record after sign-in; the line is built from those stored fields.
A second seeded close: sign in as a sample board (see /sample-decision) (or pick Northlight at Try a board). The Q2 Authorize the Harbor Logistics master services agreement is closed with the executed MSA dated June 12, 2026 as evidence. Pack (public, Q4): /pack/demo-pack-northlight-q4.
Pack (public, fall): /pack/demo-pack-piscataqua-fall.
There is no live filing feed to a Secretary of State or county registry. Facts: /facts · /agent-facts.json.
Related practice
- How-to: How to close a board decision with evidence
- Thought leadership: The decision record is the product
- Printable companion when someone stepped out: Recusal record